Okaloosa County BOCC — August 5, 2014 — Kessler Procurement Scope 072114 — reading text

July 21, 2014 John Hofstad, Director Okaloosa County Public Works 84 Ready Avenue Fort Walton Beach, FL 32548 via electronic delivery Re: Scope of Work for Solid Waste Services Procurement Assistance KCI Project No.: 99-90.00 Dear Mr. Hofstad: As requested, Kessler Consulting, Inc. (KCI) is pleased to provide this scope of work to Okaloosa County (County), under contract #C10-1781-PW, to assist the County in procuring solid waste collection, recyclables processing, and waste transfer and disposal services. BACKGROUND KCI previously assisted the County with negotiating with Waste Management, Inc. of Florida to extend two agreements: (1) Residential Solid Waste and Recycling Collection Franchise Agreement and (2) Solid Waste Transfer Station Operation Agreement. The latter agreement also includes waste disposal and recyclables processing. Both agreements expire March 31, 2016. To ensure a smooth transition, new agreements for these services should be in place at least six months prior to expiration of the existing agreements. KCI also assisted the County with establishing exclusive commercial waste collection in the franchise areas. Florida law (§403.70605, F.S.) requires three years’ notice before displacing a private service provider; therefore, exclusive commercial collection will not commence until May 2016. However, this service will need to be incorporated into the new collection franchise agreement. TASKS AND ACTIVITIES This scope of work includes four tasks. Task 1 involves developing a procurement strategy. Developing a sound and well thought-out procurement strategy will be critical to the success of the process and ensuring the resulting agreements meet the needs and objectives of the County. Task 2 encompasses completing the procurement process. Depending on the strategy resulting from Task 1, the County may decide to proceed with one or more requests for bids or proposals (solicitations). If a decision is made to conduct more than one solicitation process (e.g., solicitation for collection and a separate one for transfer and disposal), Task 2 activities would be conducted for each solicitation and the solicitations would likely occur concurrently. Task 3 entails assisting the County with any service transition resulting from the procurement. Task 4 encompasses additional technical services as requested by the County. PM\WO5\Procurement Scope 072114  John Hofstad | 7/21/2014 | Page 2 of 4 KCI will work with County solid waste, purchasing, and legal staff, as appropriate, to ensure the procurement process follows County procedures and requirements. Task 1 – Procurement Strategy  Participate in a project kickoff meeting or call with County staff to discuss and clearly define the County’s goals and objectives during the procurement process and in the new service agreements.  Discuss with County staff various trends and technologies, current and any developing local market competition, the desired level of collection service, and other factors that should be considered in developing a strategy for conducting the solicitation.  Discuss the potential to include any municipalities in the agreement or to allow piggybacking.  Based on these discussions, assist County staff in developing a strategy for the upcoming procurement, including whether to include the desired services in one or more agreements. Task 2 – Services Procurement Subtask 2.1 – Solicitation Development  Assist in developing the solicitation, including technical specifications, minimum qualifications or evaluation criteria, and price form. If the County has a preferred template for solicitations, KCI will follow this template and incorporate the technical information and language.  Develop a draft agreement for inclusion in the solicitation. We have found that inclusion of a draft agreement as part of the solicitation helps to minimize the time needed for contract negotiations once vendors are recommended for award.  Revise the draft solicitation and agreement based on County staff comments.  Prepare a list of potential vendors to be notified when the solicitation is published. Subtask 2.2 – Pre-Bid Meeting and Addenda Preparation  Provide technical support and assist with responding to questions during a pre-bid meeting.  Review any written questions or comments received by the County regarding the solicitation.  Assist in drafting any necessary addenda in response to questions. Subtask 2.3 – Submittal Review  Review submittals received in response to the solicitation for technical aspects, ability to meet any specified minimum qualifications, and price.  Prepare a price summary sheet.  Provide technical support to County staff during review of the submittals.  Assist in presenting, as requested, the recommendation for award to County management or the County Commission. Subtask 2.4 – Final Agreement Negotiation  Assist with finalizing the agreement with the selected vendor, including participating in meetings and/or calls.  Revise the agreement to reflect any negotiated terms and conditions.  Assist in presenting, as requested, the final agreement to County management or the County Commission. PM\WO5\Procurement Scope 072114  John Hofstad | 7/21/2014 | Page 3 of 4 Task 3 – Service Transition Ensuring a smooth transition will be critical to the successful outcome of the service procurement. The level of effort and resources required during the transition period will depend on the magnitude of change resulting from the procurement process. If the County selects a new service provider or different level of service, then upfront planning, coordination, and public education are necessary. In addition, the start-up of the commercial collection franchise will require outreach to businesses in the franchise area. Ideally, at least six months will be allowed for the transition. Anticipated task activities include the following:  Develop a schedule for and participate in meetings/calls with County staff and the contractor. KCI staff will participate in up to three meetings in person and the remainder via audio/visual conference call.  Develop and monitor a punchlist for activities leading up to and following the service start date.  Review and provide comments on the incoming contractor’s mobilization plan.  Assist in monitoring the contractor’s compliance with the plan.  Review and provide comments on other items provided by the incoming contractor, such as reporting forms, non-collection notice, and customer outreach materials.  Review and provide comments on the County’s public outreach and education plan and materials relating to the transition. Task 4 – Additional Technical Services KCI will assist the County with other solid waste technical services as requested. Such assistance might include, but would not be limited to, the following:  Developing any necessary ordinance revisions.  Developing outreach and education materials.  Developing interlocal agreements with municipalities.  Conducting a preliminary analysis of a food waste diversion program.  Implementing commercial recycling program improvements.  Providing other solid waste technical assistance, as requested. DELIVERABLES All deliverables will be transmitted electronically.  Draft solicitation and franchise agreement.  Final solicitation and franchise agreement.  List of potential vendors.  Draft language for addenda.  Summary of price submissions.  Modifications to agreement based on negotiations with the selected vendor, as needed and approved by the County.  Meeting schedule and punchlist for transition.  Comments on contractor’s mobilization plan, forms, notices, outreach materials, and other items as requested.  Comments on the County’s public outreach and education plan and materials. PM\WO5\Procurement Scope 072114  John Hofstad | 7/21/2014 | Page 4 of 4  Task 4 deliverables will depend on the specific assistance requested by the County and will be agreed upon prior to initiating work. BUDGET AND TIMELINE Because of the nature of this project, the exact level of effort that will be required is not known. Therefore, KCI proposes to conduct this scope of work on a time-and-material basis for an amount not to exceed those listed below without prior County approval. In particular, Task 2 may involve conducting one or more procurements. For the purposes of providing a proposed budget, we have assumed that two separate procurements will be conducted. If all services are procured through one procurement process, efficiencies will be realized and the amount invoiced to the County will reflect this. All labor will be invoiced at the rates specified in our contract and expenses (e.g., travel) will be invoiced at cost without markup. Task 1 – Procurement Strategy - $10,000 Task 2 – Services Procurement - $75,000 (assumes two separate solicitations) Task 3 – Service Transition - $20,000 Task 4 – Additional Technical Services - $15,000 Provided below is a proposed timeline, which can be adjusted as needed to meet the County’s needs. . Our objective will be to complete the procurement process and have new service agreements in place by the end of fiscal year 2014/15, which will allow for at least a six-month transition prior to service start-up. We appreciate the opportunity to submit this scope of work and look forward to working with you on this important project for Okaloosa County. Please do not hesitate to contact me if you have any questions. Sincerely, Kessler Consulting, Inc. Mitch Kessler President PM\WO5\Procurement Scope 072114